Birkbeck College Print and Reprographics Policy

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Print Unit Service Level Statement

External print turn around times

Summary

Printed material is no longer to be obtained directly from commercial printers unless expressly recommended by the External Relations or the Print Unit Administrator in the Print Unit (for type of printed material, see table below). The reason for this is to ensure that printing, duplicating and related processes and services are provided expeditiously, economically and to the highest possible standards of quality for Birkbeck College. From 1 st August 2005, Birkbeck College policy will be that all departments and individuals in need of printing and reprographics services (excluding small copying jobs completed on departmental copiers), that will be paid from College funds, should acquire those services through either External Relations or the Print Unit, through one of the five tendered framework print suppliers.

Refer to Print Unit for:

• Classroom materials, booklets, high volume black on white printing
• High volume black and white copying from Hard copy, disk or via Network
• Thermal tape Binding, A4/A5 Booklet Making
• Full colour, copying and laser printing A4/A3 copying
• Document laminating
• Carbonless sets, pads
• Transparencies
• Advice on short run litho printing

Refer to Ext Relations for:

• Prospectuses, course publicity material. All other student External Relations .
• Recruitment information and publicity materials
• University handbooks, corporate publications, programmes, invitations etc.
• Corporate covers
• Official programmes
• All graphic design and pre-print services
• Direct Marketing and Mail Campaign

• Order via Print Unit:
• Corporate stationery (letterheads, comp slips, business cards)

Both External Relations and the Print Unit will regularly hold reviews and benchmarking with their panel of commercial printers and alter their service level agreements accordingly.

Service Philosophy

The aim of this document is to help customers acquire the printing and duplicating they require to meet their institutional missions, goals and objectives. Three key variables that customers must consider when asking for assistance in the production of their publications are price, quality and speed. Several different production methods are usually available at each stage of the production process that, in turn, offer varying combinations of cost, quality and completion time.

External Relations and/or Print Administration Staff will provide advice and assistance for customers looking for advice on balancing the equation of price, quality and speed and then to provide the printed product to meet the requirements specified. The do that, External Relations and/or Print Administration staff will seek to provide information and options to any member of staff engaged in producing printed material on behalf of the college. Their advice and recommendations as to whether the requirement can be met 'in-house' or whether it should be put out to external printers should be followed. It should be borne in mind that the Print Unit has limited staffing resources, and this may affect the decision regarding internal or external production.

Turnaround

External Relations or the Print Administrator will respond to a departments request for material by;

•  Arranging a meeting within two weeks, at which a schedule would normally be agreed

•  Ensuring that you (and if appropriate, the relevant budget holder) are alerted to the cost for both the design and print production before the job is undertaken (unless you have given us 'permission to proceed' in order to meet deadlines)

•  Delivering the job by the date agree, provided copy/proof etc have been returned according to the agreed schedule. As a rule of thumb, design of jobs can be expected to take six weeks from receipt of final copy to delivery of the finished printed materials.

•  Seeking to be flexible with regard to meeting short deadlines where these are unavoidable. In some cases, this may require purchasing external services, which the commissioning client will be expected to fund.

Routine Copying

'Routine copy' describes all the black-ink copies normally made from camera-ready, customer-provided originals on the College's high speed xerographic equipment located in the Print Unit.

The new base rate for Routine Copying is 1p per copy per side, subject to charges for the many options

Colour Copying

As with routine copying, the service has changed in order to meet the increasing demands of the College. Schools and Departments were previously charged 25p for colour copies and prints. The new rate for A4 copies will be no more than 15p per side and could be as low as 10p depending on the run length and number of sets.

Turnaround on colour is similar to that on the routine copying.

Delivery

External Relations or the Print Administrator will ensure that printed materials will be delivered to the required University addresses.

Copyright

The College wishes to alert all staff and students to the serious legal and financial consequences - for individuals as well as institutions - if they contravene the Law of Copyright, which is complex and far reaching.

Guidelines issued by Universities UK make it clear that making multiple copies of any work in copyright or of any substantial part of such a work, without the express permission of the copyright owner is forbidden by law.

The period for which copyright applies has been increased by 20 since 1 st January 1996. Copyright now normally exists until 70 years have elapsed from the year of an author's death, but even if the literary content of a work is out of copyright, copyright exists in the typography of an edition of that work published less than 25 years before the beginning of the current calendar year.

Notices have been placed beside all photocopy machines in the College drawing attention of users to the law on copyright. The onus will be placed upon originators of print requests to check that they are not infringing copyright law, and neither the Print Unit nor External Relations can accept responsibility for transgressions.

Excluded Works List

Permission to copy should always be sought direct from the publishers before copying from works which specify on the publication that they are excluded from (for example) the CLA Licence. Equally, permission should be sought direct from the publishers before copying from works which appear on the CLA Licence Excluded Works List. Please not that the following fall into this category:

(a) printed music - including the words (b) public examination papers (c) privately prepared teaching material such as correspondence course (d) Bibles, liturgical works, orders of service (e) Industrial House Journals. The CLA licence permits paper to paper copying only and does not license electronic storage or transmission.

The College's main Print Unit is still located on the basement floor at the Malet Street Campus, and the opening hours are 9.30am through to 1pm with a one hour closure for lunch and then 2pm through to 5.30pm. The unit is equipped with modern high speed photocopying equipment. The unit houses black and white copying/printing machines together with colour copying facilities. See the Print Unit's Intranet site for further details of the facilities available.

If you have any queries contact:

Michael Pullin: Print Administrator

m.pullin@bbk.ac.uk - ext 6300

What do I do if I need work printed externally, but do not know who to contact or how to place the order? (pdf)

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